Meeting Notice — April 9, 2020
WEB SUMMARY
April 9, 2020
A regular meeting of the Board was held on Thursday, April 9, 2020. Attending the meeting by teleconference, in compliance with the Delaware State of Emergency, were: President Bruce Wilson, Secretary Debbie Director, Treasurer Helen Hoart, Vice President Louisa Hollman and Assistant Secretary Evan Thalenberg. Also joining the meeting were Community Executive, James Allen, and Bookkeeper Phyllis Donovan.
The first item on the Agenda was the review and ratification of votes taken by email taken since March 2, 2020. A complete list of votes was included in the meeting Agenda and reviewed by the directors. President Wilson asked the Board if there were any questions or comments. There were no questions and Mr. Wilson moved to ratify the votes taken by email, the motion was seconded and approved by all.
Review and ratification of votes taken by email:
- 3 Harbor Road Construction Application (minor) – approved
- Coastline Pool Service Contract – approved
- Playground Equipment Proposal – approved
- February Meeting Minutes – approved
- IT Consulting Contract – approved
The first item of business, the 2020 Proposed Budget, was presented by Treasurer Helen Hoart. Previously the details of the proposed budget had been circulated to all Board members. Helen discussed in more detail the capital improvement projects that were included in this year’s budget. Improvements to the community included replacement of the current playground equipment currently scheduled to be completed by early summer. The planned construction of the storage shed in 2019 was postponed and a portion of the funds designated for the project was reallocated to drainage work. Additional drainage and paving have been budgeted for fall 2020. President Wilson asked Helen Hoart to prepare pro forma budget scenarios that would include contingency planning for the COVID-19 emergency restrictions currently in place. The scenarios would include a partial summer season and a total loss of the season. Areas impacted by the emergency restrictions and COVID-19 would include: lifeguard staff payroll, income from beach equipment rentals, and homeowner annual assessment payments. Mr. Wilson asked that the revised budget projections for 2020, beginning in July, include fixed costs as well as maintenance costs for all scenarios.
President Wilson, in preparation for the upcoming beach season, with the likelihood that the current Delaware COVID-19 emergency restrictions limiting beach activities would continue into the summer, made staffing recommendations to the Board. Mr. Wilson proposed to continue employing beach club manager Maureen Brown for the current summer at the 2019 salary level in preparation for the 2020 beach season, recognizing the likelihood that beach operations would not be permitted for at least part of the summer season this year. He also recommended postponing lifeguard hiring until the State of Delaware indicated a date for beaches to reopen and the emergency restrictions lifted. After an in-depth discussion and consideration of the interests of the community in retaining Mrs. Brown, the Board agreed Mrs. Brown would return for the 2020 season with a guaranteed salary and be responsible for recruiting the beach staff in anticipation of the beach reopening. Additionally, under the supervision of Community Executive James Allen, she would be assigned the task of developing a series of roll out plans that would improve the efficiency and management of beach equipment rentals based on feedback from the 2019 summer season. The roll out plans would address and include: the large amount of unused equipment on the beach each day; improved storage to allow more efficient set up; improved management of the beach equipment during the day; and the development of proposals for additional beach service support. Delaware COVID-19 restrictions on operations will likely require social distancing for the 2020 season, the roll out plans would also include scenarios anticipating equipment set up under these conditions.
President Wilson asked the Board if there were any questions about the budget and proposed staff changes. The budget was approved unanimously and will be included in the mailing for approval at the community’s May meeting.
North Shores Community Executive, James Allen, presented the next item of business, an overview of current community business. Beginning with the discussion items included on the Agenda, the following items were reviewed:
- Allen reported the current emergency restrictions by the City of Rehoboth that closed the beach and boardwalk had led to non-residents visiting the North Shores beach. North Shores resident usage is limited to walking and dog walking, no other activities are permitted under the State of Delaware order. Signage has been posted reminding residents of these restrictions.
- Monitoring of the North Shores beach for trespassers who are not complying with the State of Delaware emergency orders, will continue. Allen reported increased traffic on the beach given the enforced closure of the City of Rehoboth beachfront. Mr. Wilson requested cost information for contracting with the Delaware State Police on a temporary basis to discourage trespassing on the community’s beach.
- More rigorous patrolling of the beach during the summer months will likely be needed if the restrictions are not lifted.
- Allen reported that the basketball hoop security ties, that were installed to prevent play, had been removed allowing some play to continued. President Wilson directed Mr. Allen to remove the basketball hoop if groups were observed playing.
- The location of the shower station/footbath at the pool house will be determined after the existing plumbing is further evaluated. If the plumbing can be installed in a cost efficient manner, the shower station will serve as a trial installation for the replacement of the existing crossover footbaths.
- The Annual Mailing to homeowners has been finalized and will be sent to the printer tomorrow.
- Allen reported that new parking stickers had been selected. New replacement stickers will be valid for two years.
The Board discussed the possibility of holding the Annual Meeting as an audio teleconference. President Wilson reported he is currently discussing planning details with North Shores attorney, Robert Valihura, to conform with meeting requirements. The current emergency restrictions and social distancing requirements may necessitate postponing the planned Memorial weekend homeowner cocktail party until Labor Day weekend.
The Meeting was adjourned.